Troubleshooting Federal Child Count Reports Updated 11/17/2017

Overview The Federal Child Count (FCC) Includes students with disabilities who are receiving special education services according to their IEPs as of October 31 Is used in determining the amount of Special Education Part-B IDEA and Early Childhood Special Education funds allocated to the state Is collected from traditional school districts, community schools and STEM districts through the Education Management Information System (EMIS) and is submitted to the US Department of Education (USDOE) This presentation will focus on troubleshooting the EMIS FCC Reports, which are generated throughout the EMIS data submission process ESC’s and JVSD’s do not receive a Federal Child Count Report. FY18 Federal Child Count Reports are currently being generated. It is recommended to have access to the Federal Child Count Detail Report and Federal Child Count Statement of Assurances Report Explanation from the EMIS Validation and Report Explanations page on the ODE website.

EMIS Data Collections and the FCC Snapshot Four collections may be used to submit FCC Data Beginning of Year Student (S) Collection Midyear Student (S) Collection SOES Beginning of Year Student (S) Collection SOES End of Year Student (S) Collection This year the FCC snapshot could be taken as early as December 21, 2017 FCC Snapshot date to be determined and communicated in an EMIS Newsflash Log in to the Data Collector and demonstrate how to locate the collections and have attendees log into the Data Collector and follow along.

FCC Reports Two FCC Reports FCC Reports are updated nightly (FCCD-001) Federal Child Count Detail (FCCS-001) Federal Child Count Statement of Assurances FCC Reports are updated nightly Review the most recent version of the reports throughout the data collection process Submit updated EMIS data to make corrections to the report Explain the importance of reviewing FCC Reports throughout the EMIS reporting process and that data from other entities can be used when reports are generated. FCC Reports have been transitioned to Level 2 Data Collector reports (previously were received from ODE as FISCWEB reports).

Level 2 Reports Select the Level 2 Reports link This example includes the Level 2 link for both the Beginning of the Year Student Collection and the SOES Beginning of the Year Student Collection. If users aren’t clear as to why the collections are different colors you can remind them that the pink color is a “default” color of a collection and the purple indicates that a new version of the collection request was published, and some kind of action required.

FCC Reports Verify that filters are correct then select “Show Reports” Demonstrate how to generate the FCC Reports in the Data Collector. This screenshot uses the Beginning of the Year Student Collection (FY18) after clicking on the Level 2 Report link

FCC Reports cont’d Open individual files or generate a zip file Allow attendees to open their reports and have them ready to format in the next series of slides. Open individual files or generate a zip file

Formatting the FCC Detail Report

Formatting the FCC Detail Report The next series of slides will demonstrate these basics Wrap text header row Freeze top row Expand all columns Apply filters Open the (FCCD-001) Federal Child Count Detail Report Use the Scrambled (FCCD-001) Federal Child Count Detail Report. Toggle between this PowerPoint and the scrambled file during each step of this formatting process or after this series of slides to demonstrate all of the formatting steps at the same time. It would be wise to save the CSV file as an Excel file so that all Excel functionality is available.

Wrap Text Header Row Select the header row by clicking on the number “1” Then select “Wrap Text” Be sure to do this step before expanding columns

Freeze Top Row Select the “View” tab Then select “Freeze Panes” and “Freeze Top Row” This allows the header row to remain stationary while scrolling up and down on the report.

Expand all Columns Click on the triangle between Column A and Row 1 to select the entire spreadsheet Place cursor between any two column headers and double click to expand all columns This is a fast way to expand all columns at the same time instead of manipulating individual columns.

Apply Filters From the “Data” tab choose “Filter” Filters will be + From the “Data” tab choose “Filter” Filters will be available to select in each column header From the Data Tab choose “filters” or from the Home Tab select “Sort and Filter” and then select “Filter”

Quick Check Are you using the most recent version of the report? Are you able to open and format the CSV report to begin the review process? Can you apply filters to all columns? The Federal Child Count Detail Report contains student detail data as it pertains to the count. This report is critical in the data review and error correction process and should be carefully reviewed for accuracy and completeness. As a best practice, encourage districts to keep notes from previous troubleshooting of these reports to save time as the reports continue to be released.

Troubleshooting the Federal Child Count Detail Report

Troubleshooting the FCC Detail Report The next series of slides will review data contained in the report including Student EMIS data Severity Codes and Numbers Least Restrictive Environment (LRE) Source Codes Federal Child Count Flag Status Codes and corrective actions Throughout the reminder of the workshop, keep the Scrambled (FCCD-001) Federal Child Count Detail Report open.

Student EMIS Data Disability Condition Code Student Age Number Review for accuracy Student Age Number Student’s age as of October 31 Sent Reasons and IRNs Displays if relevant to the FCC FED CCT LRE Code – the code that will be used in the Federal Child Count If this is blank, the student is not included in the count Demonstrate where these values are located on the Scrambled (FCCD-001) Federal Child Count Detail Report. Note that the Admission Date values on the scrambled file are zeros however district files will contain actual admission dates from EMIS data in the district reports.

Severity Numbers and Codes Severity numbers (ERR SEV NUM) are aligned with severity codes Report is sorted least severe to most severe Show the location of the columns on the Scrambled (FCCD-001) Federal Child Count Detail Report. Severity Code is in column C and Error Severity Number is in column Y.

Least Restrictive Environment (LRE) Source Codes Columns - DIST LRE SRC CODE and DIST LRE SRC DESCR Use in conjunction with the FCC Status Codes when analyzing report data 3 = Student’s age is not 3 – 21 5 = No IEP Reported (Uses IENS “IEP outcome not served” as LRE) 7 = FN270 Override 8 = GE Record 9 = How Received = 6 FED CCT LRE CODE will be IE39 A = Sent Reason = AU or JP FED CCT LRE CODE will be IE39 if age 6 or older and IE51 if age 3-5 The source codes are not specifically an error but more of an informational element that should be used with the Status Code values in determining what is being reported for each student. Note that Source Codes 9 and A will assign an LRE value based on the How Received value of 6 or a Sent to value of AU or JP. We will talk about this more when we get to slide 33.

Federal Child Count Flag Column - FED CCT FLAG Y – Student included in the Federal Child Count N – Student not included in the Federal Child Count In some cases, the flag can be set to “Y” and the student has an LRE of IENS (IEP Complete Not Served) Review all students on the report regardless of flag Demonstrate filtering on the FED CCT Flag column on N and then Y to show what patterns are appearing in the filtered records.

FED CCT Status Codes Columns - FED CCT STATUS CODE and FED CCT STATUS CODE DESCR Indicates the status of a student as it relates to inclusion in the count Indicates that a data issue exists or that no errors are identified Data with no errors on the report should still be reviewed for accuracy The following slides will filter on each Status Code and provide suggestions for error resolution As we proceed through the next series of slides, filter on the FED CCT STATUS CODE column as each status code is explained. If a specific issue is not addressed in this presentation and resolution cannot be determined, then a ticket should be created to ODE Helpdesk.

FED CCT Status Code FC0001 Filter on FC0001 On Oct 31 Student age is outside the 3-21 included range (Fatal) Source Code 3 - Student age is not 3 – 21 FED CCT FLAG - N View the student’s reported date of birth on the Student Demographic (GI) Record to confirm age If the student’s date of birth is incorrect, make the correction and submit updated EMIS data Filter on FC0001. Show where the date of birth can be found in the student information system. Note that if a data of birth is changed, SSID/IBM data would also need to be corrected

FED CCT Status Code FC0002 Filter on FC0002 Unable to translate LRE-must report FN270 element (Critical) Source Code 7 - FN270 Override or Source Code 8 - GE Record FED CCT Flag - N The FCC considers age and not grade level As of October 31 the student’s IEP Outcome (LRE) must agree with the student’s age Students 3 through 5 = preschool LRE Students 6 through 21 = school-aged LRE Filter on FC0002 and also show where the student‘s IEP events can be found in the student information system

Reporting the FN270 Element Updated October 31 IEP Outcome Element (FN270) Student’s age is under 6 years old while their IEP on October 31 has a school-aged outcome – report a preschool LRE FN270 element Student’s age is over 5 years old while their IEP on October 31 has a preschool outcome, report a school-aged LRE FN270 element The current IEP outcome and FN270 values should not be the same When the FN270 value is reported correctly the LRE that aligns with the student’s age will appear in the column FED CCT LRE CODE When reported incorrectly the FED CCT LRE CODE column will be blank Demonstrate where the FN270 element is located in the student information system.

FED CCT Status Code FC0003 Filter on FC0003 CIEP most recent IEP - should be no disability (Warning) Source Code 8 - GE Record FED CCT FLAG - N Verify the CIEP event and confirm that the student’s disability code is being reported as ending on the date of the CIEP event If the student’s disability code on the Student Attributes - Effective Date (FD) Record is not reported as ended, make the correction and submit updated EMIS data Filter on FC0003. Show where the CIEP event and the FD record are in the Student Information System to verify the dates are being reported correctly.

FED CCT Status Code FC0004 Filter on FC0004 No LRE reported for Oct 31 date – assigned no services LRE (Fatal) Source Code 5 - No IEP Reported FED CCT Flag - Y FED CCT LRE CODE – IENS These students are included in the count Verify the student’s special education event records as of October 31 Verify the most recent IEP was reported to EMIS Filter on FC0004. These students are being reported with a disability but are not being served on 10/31. Demonstrate ways to determine if an IEP event was reported to EMIS. Because it is in the SIS does not mean that it was reported to EMIS.

ODDEX History Special Education Data Tab This is a great way to verify if the student’s IEP events were reported to EMIS This screen will show the LEA that reported the event (indicated to the far right and cut out of this screenshot). This is a fast and easy way to confirm that an IEP event was reported to EMIS by the LEA. Users may need an additional OEDS role if they are unable to access the Special Education tab in ODDEX History. Another way to verify that an IEP event was reported to EMIS is by locating the files in the Data Collector. This would be a great time to demonstration where to find submission files from prior collections.

NIEP Date Type - No IEP Reporting an NIEP event NIEP is reported when services are being provided without an active IEP NIEP events can only be reported in specific situations Student newly transferred in; IEP adoption determination not complete; services being provided based on prior IEP IEP expired; new IEP not in place; services being provided based on prior IEP IEP current, but not reported to EMIS in prior collection; services provided based on current IEP NIEP cannot be used prior to an Initial IEP being written and services provided Demonstrate where an NIEP event is entered in the student information system. Refer to the Special Education (GE) section of the EMIS manual for additional information on reporting NIEP events.

FED CCT Status Code FC0005 Filter on FC0005 Student does not meet inclusion filter in this district (Warning) Source Code 5 - No IEP Reported – verify if special education events need to be reported for this student or Source Code 7 - FN270 Override or Source Code 8 - GE Record FED CCT Flag - N Review Student Standing (FS) Record coding for accuracy Refer to the Federal Child Count Report Explanation, section “Include in USDOE Count” Open enrolled in and court placed in students can have this status at the educating district Filter on FC0005. Look up students in the student information system or in the Student Standing (FS) file within the Data Collector Submission files to see the student’s EMIS coding. Then open the Federal Child Count Detail Report and Federal Child Count Statement of Assurances Report Explanation and refer to section “Include in USDOE Count” to show the inclusion criteria for the Federal Child Count. Are the students appearing correctly on the FCC Report based on EMIS coding and inclusion criteria?

Multiple District Tie Breakers 1. Student counts where Reporting IRN = District of Residence IRN ~OR~ counts where Reporting IRN is reporting a How Received code of M (Community School) or K (STEM District) 2. If entities are claiming the student in the same way (as above), then the student is included at the entity with the later Admission Date 3. If entities are claiming the student in the same way as in number 1 and reporting the student with the same admission date, then the student will not count for any district When two EMIS reporting entities are reporting a student in such a way that the student appears to qualify as counting in both entities for the Federal Child Count, these tie breakers are used to determine where the student will count and sometimes will cause the student to not count at any EMIS reporting entity. The next two slides will reference these tiebreakers used in the inclusion criteria of the Federal Child Count Reports.

FED CCT Status Code FC0006 Filter on FC0006 Student counting in alternative district - does not count in your district (Warning) Source Code 5 – No IEP Reported - verify if special education events need to be reported for this student or Source Code 7 - FN270 Override or Source Code 8 - GE Record or Source Code 9 - How Received = 6 or Source Code A - Sent Reason AU or JP FED CCT Flag - N Student counts at the IRN in the FED CCT ALT IRN column Review data in ODDEX to compare how data is being reported Communicate with the alternative district to determine how this student should be reported Filter on FC0006. In this situation two entities are reporting this student and both appear to qualify to include the student in both entity’s Federal Child Count. The tie breaker rules have been applied and the student is counting in the Federal Child Count at the entity whose IRN appears in the FED CCT ALT IRN column. Depending on a student’s individual situation, use SOES, SCR or History modules of ODDEX to determine the data reporting issue.

FED CCT Status Code FC0007 Filter on FC0007 Student excluded -conflict in where student should count (Fatal) Source Code – 7 FN270 Override Or Source Code – 8 GE Record FED CCT Flag - N Could not determine where this student should count, so the student will not be counted at either entity Review data in ODDEX to compare how data is being reported by both entities Communicate with the other entity to determine how this student should be reported Filter on FC0007. In this situation two entities are reporting this student and both appear to qualify to include the student in their Federal Child Count. The tie breaker rules have been applied and the student is excluded from the Federal Child Count at both entities. Depending on a student’s individual situation, use SOES, SCR or History modules of ODDEX to investigate the data reporting issue.

FED CCT Status Code FC0008 Filter on FC0008 No errors identified in ODE processing (Informational) Source Code 7 – FN270 Override or Source Code 8 – GE Record or Source Code 9 – How Received = 6 or Source Code A – Sent Reason = AU or JP FED CCT Flag - Y Data for the students should still be reviewed for accuracy Apply filters to verify elements such as disability conditions and LREs District staff can be very helpful in verifying data accuracy and completeness Filter on FC0008. District staff who work with the students can sometimes find data issues even when no errors are generated, such as an incorrect disability condition or students who are not appearing on the report at all. Refer back to slide 19 for the FED CCT Source Code information.

Quick Check Have all status codes been reviewed and all reporting issues corrected? When corrections have been made in the student information system (SIS), has that updated data been submitted to EMIS? Based on inclusion criteria are all of your special education students being counted correctly? The Federal Child Count Detail report will display students who are and who are not included in your count. The report will also indicate students with issues preventing them from being included. Check this report often as it can be effected by another entity’s EMIS reporting. Presenter, keep the Scrambled (FCCD-001) Federal Child Count Detail Report open as we will use it in the next section.

Troubleshooting the Federal Child Count Statement of Assurances Report

Open the FCC Statement of Assurances Report Format the report by wrapping the text in the header row and expanding all columns Open Scrambled (FCCS-001) Federal Child Count Statement of Assurances Report. Remind attendees to use the most recent version of the summary report and if matching it to the detail report, use the same version. Explain that if the student is not appearing correctly on the Detail Report they will also appear incorrectly on this report.

Understanding Statement of Assurances The report includes only students who have a FED CCT Flag = Y all students age 3 to 5 in the first category students age 6 to 21 in each disability specific category Using the above criteria the next series of slides will match the FCC Detail Report against the FCC Statement of Assurances Report When you are told that the counts on this report are incorrect, filtering allows you to show which students are included or not included This session is intentionally using a more basic filtering comparison. For those of you that are Excel experts, feel free to add additional Excel tips for matching the data between reports such as a pivot table if your audience is ready for that level of Excel instruction.

Filter on FCC CCT Flag Select Y on the FED CCT Flag Filter on the FCC Detail Report These are the students who are included in the Statement of Assurances Report We are going to leave this first filter on as we add additional filters.

Filter on Student Age Number Select ages 3, 4 and 5 on the FCC Detail Report These students are included in the 3, 4, and 5 year olds with a disability (any) category We are adding a second filter to further narrow down the selection.

Matching Data Between Reports From the filtered students on the FCC Detail Report, select a range of cells and see the “count” appear at the bottom of the spreadsheet. This will match the count on the Statement of Assurances. Selecting a range of cells that contains numerical values will give you three values at the bottom, Average, Count, and Sum. Be sure to use the Count value in this example. When selecting a range of cells that contains values other text, Excel will display just a Count value. It could be less confusing to users to select a range of cells with text values such as the FED CCT Flag column that only contains N and Y values.

Arrange All When two spreadsheets are open at the same time, from the View tab select “Arrange All” and then “Vertical” Using the Arrange All feature in Excel will allow easy view of both reports at the same time. People with two monitors might not need this but others might find it very useful.

Arrange All cont’d “Arrange All” allows both spreadsheets to be viewable at the same time When spreadsheets are side by side it is much easier to compare the data.

Add a Second Filter Leave the FED CCT Flag Column filter set to show only Y values Change the filter for the Student Age Number column to include all ages except 3, 4, and 5 Next we are going to look at each specific disability category.

Add a Third Filter Add a third filter in the DISAB CNDTN CODE column Select one disability code at a time Start the Disability filtering process by selecting disability code 1. Demonstrate how this matches the Statement of Assurances report for each disability code.

Match the Data Between the Reports From the filtered students on the FCC Detail Report, select a range of cells and see the “count” appear at the bottom of the spreadsheet. This will match the count on the Statement of Assurances. Continue to work through each disability code to match the data between the reports. To see the total number of students, unselect the disability and age filters and select all records in the FED CCT Flag column and see the Count value. This will match the Sum value of the Student Count column on the Statement of Assurances Report.

Quick Check Can you match the data between the two reports using filters? Are you seeing the numbers of students that you were expecting? Has this data been shared with others in your district? The Federal Child Count Statement of Assurances Report is derived from the same data that is on the FCC Detail Report. Using filters, you can match the data between the reports. The Statement of Assurances is sometimes requested by auditors.

Summary The FCC Reports contain both data to verify and issues to correct Some issues can be corrected and some are simply stating the fact that the student cannot be included in the count Work with district staff to verify that the data is both correct and complete “No errors” does not necessarily mean that your data is accurate

Resources Federal Child Count Detail Report and Federal Child Count Statement of Assurances Report Explanation ODE Home > Data > EMIS > Documentation > EMIS Validation and Report Explanations EMIS Manual ODE Home > Data > EMIS > Documentation > EMIS Manual Your district staff Your ITC

Questions? Presenter- Insert your contact information on this slide.